taking our pulse the oclc research survey of special collections and archives
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Taking Our Pulse The OCLC Research Survey of Special Collections and Archives. Jackie Dooley Program Officer OCLC Research Coalition for Networked Information 13 December 2010. Overview. Survey population Project objectives Data & action items Q&A. - PowerPoint PPT PresentationTRANSCRIPT
Taking Our PulseThe OCLC Research Survey of Special Collections and Archives
Jackie DooleyProgram OfficerOCLC Research
Coalition for Networked Information13 December 2010
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Overview
• Survey population• Project objectives• Data & action items• Q&A
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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What’s wrong with this [big] picture?
• Overall collections size is growing• Use is increasing
• Too many materials remain “hidden”
• Backlogs continue to grow• Staffing is stable• 75% of library budgets have been cut
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Project objectives
1. Obtain current data to determine changes across the ARL libraries since 1998
2. Expand ARL’s survey population
3. Enable institutions to place themselves in the context of norms
4. Provide data to support decision-making
5. Recommend actions based on survey results
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Survey population
Libraries surveyed: 275
Rate of response: 61% (169)
Five membership organizations• Association of Research Libraries• Canadian Association of Research Libraries• Independent Research Libraries Association• Oberlin Group• RLG Partnership
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Respondents by type of institution
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Printed volumes in overall library
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Change in overall library funding
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Key to percentages in figures:
Red = % of respondentsBlack = numerical data
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“Your three most challenging issues” **
1. Space: 64%
2. Born-digital materials: 37%
3. Digitization: 35%
** Funding and staffing were disallowed. Respondents could name up to three challenges.
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Top education and training needs
1. Born-digital materials: 83%
2. Information technology: 65%
3. Intellectual property: 56%
4. Cataloging and metadata: 51%
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Assessment: Action item
Develop and promulgate metrics that enable standardized measurement of key elements of special collections use and management.
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Collections: Growth
Mean ARL collections growth since 1998• Books: 50%• Archives/manuscripts: 50%• Audio: 240%• Visual and moving image: 300%• Microforms: decreased 80%
Special collections in remote storage: 67%
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Collections: Sample questions
Is dramatic growth of collections sustainable? If not, what should change?
Why are formal collaborative collection development partnerships still so rare?
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Collections: Action items
Identify barriers that limit collaborative collection development. Define key characteristics and desired outcomes of effective collaboration.
Take collective action to share resources for cost-effective preservation of at-risk audiovisual materials.
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User services: Onsite visits
ARL• Mean: 6,200• Median: 3,100
CARL• Mean: 4,900• Median: 2,300
IRLA• Mean: 8,300• Median: 4,400
Oberlin• Mean: 788• Median: 731
RLG• Mean: 7,500• Median: 4,500
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User services: Onsite visits
Percent of each type of user• Faculty/staff: 9%• Graduate students: 5%• Undergraduates: 12%• Visiting scholars/researchers: 24%• Local community: 7%• “Other”: 43%
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Changes in level of use by type of user
Note: Numbers of respondents.
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Changes in use by format
Note: Numbers of respondents.
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Access to uncataloged/unprocessed materials
Note: Numbers of respondents.
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Use of digital cameras
Users may employ personal digital cameras in the special collections reading room: 87%
C.f. Lisa Miller, et al. “Capture and Release”: Digital Cameras in the Reading Room. OCLC Research, 2010. http://www.oclc.org/research/publications/library/2010/2010-05.pdf
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Reasons to disallow digital camera use
Note: n=27
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Average charge for a digital scan
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Web-based communication methods
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User services: Sample question
Does the level of use of special collections justify the resources being expended?
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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User services: Action items
Develop and liberally implement exemplary policies to facilitate rather than inhibit access to and interlibrary loan of rare and unique materials.
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Cataloging and metadata
Online catalog records• Books: 85%• Maps: 42%• Archival formats: 50% or less
ARLs show minimal improvement in “exposing hidden collections”
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Change in size of backlogs
Note: Numbers of respondents.
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Cataloging & metadata: Sample questions
Why are so many backlogs continuing to increase?
Why hasn’t the emphasis on sustainable metadata methodologies had more payoff?
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Cataloging and metadata: Action items
Compile, disseminate, and adopt a slate of replicable, sustainable methodologies for cataloging and processing to facilitate exposure of materials that remain hidden and stop the growth of backlogs.
Develop shared capacities to create metadata for published materials such as maps and printed graphics for which cataloging resources appear to be scarce.
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Archival management
Archival finding aids• Online: 44%• Print-only or in local silos: 30%
Simplified processing techniques• Always: 18%• Sometimes: 57%
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Encoding of archival finding aids
Note: Respondents could check all that apply. Percent of respondents, not finding aids.
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Archival management
Finding aids tools are not standardized• Most commonly used: word processing,
databases• Archivists Toolkit: 34%• Archon: 11%• ArchivesSpace tentatively forthcoming (AT +
Archon)
Institutional archives• Reports to library: 87%• Responsible for records management: 70%
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Archival management: Action item
Convert legacy finding aids using affordable methodologies to enable Internet access.
Resist the urge to upgrade or expand the data.
Develop tools to facilitate conversion from local databases.
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Digitization
Note: Respondents could check all that apply.
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Special collections involvement in digitization projects
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Large-scale digitization of special collections
Definition: Systematic reproduction of entire collections using streamlined production methods that account for special needs.
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Licensed content
Content licensed to commercial firms for digitization: 26%
C.f. Principles to Guide Vendor/Publisher Relations in Large- Scale Digitization Projects of Special Collections Materials. ARL policy, approved July 2010.
http://www.arl.org/bm~doc/principles_large_scale_digitization.pdf
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Digitization: Sample questions
What constitutes an effective large-scale digitization project?
Can we collaborate to complete the corpus of digitized rare books?
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Digitization: Action itemsDevelop models for large-scale digitization of special collections, including methodologies for selection of appropriate collections, security, safe handling, sustainable metadata creation, and ambitious productivity levels.
Determine the scope of the existing corpus of digitized rare books, differentiating those available as open access from those that are licensed. Identify the most important gaps and implement collaborative projects to complete the corpus.
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Born-digital archival materials
In a nutshell …• Undercollected• Undercounted• Undermanaged• Unpreserved• Inaccessible
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Born-digital archival materials• Holdings reported by: 35%
• Mean gigabytes: 1500 GB• Median gigabytes: 90 GB• Percent held by top two libraries: 51%• Percent held by top 13 libraries: 93%
• Digital materials currently held by: 79%
• Assignment of responsibility for born-digital management: 44%
• Education/training needed by: 83%
• We surmise that collecting is generally passive, sporadic, limited.
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Responsibility for born-digital archival materials
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Impediments to born-digital management
Note: Respondents could check all that apply.
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Born-digital materials already held
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Born-digital materials: Sample questions
What would best help us jump-start progress on managing born-digital archival materials?
C.f. Ricky Erway. Defining “born digital.” OCLC Research, 2010. http://www.oclc.org/research/activities/hiddencollections/borndigital.pdf
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Born-digital materials: Action items
Define the characteristics of born-digital materials that warrant management as “special collections.”
Define a reasonable set of basic steps for initiating an institutional program for responsibly managing born-digital archival materials.
Develop use cases and cost models for selection, management, and preservation of born-digital archival materials.
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Changes in staffing levels
Note: Numbers of respondents.
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Education and training needs
OCLC Research Survey of Special Collections and Archives, CNI, 13 Dec 2010
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Staffing: Action items
Confirm high-priority areas in which education and training opportunities are not adequate for particular segments of the professional community. Exert pressure on appropriate organizations to fill the gaps.
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Taking our PulseThe OCLC Research Survey of
Special Collections and Archives
http://www.oclc.org/research/publications/library/2010/2010-11.pdf